Disaster Management Director’s Assistant

Main Role

The Administrative Assistant is responsible to provide administrative support to the Disaster Management (DM) Director, maintain and manage all records and relevant files and assist the DM Director in his/her daily tasks.

Essential Responsibilities and Duties

• Assist DM Director in identifying gaps, developing solutions and implementing necessary changes on the DM HQ level and on the branches level
• Identify, assess, and inform the DM Director of internal and external issues that affect the organization
• Provide support to the DM Board by preparing meeting agenda and supporting material
• Review, analyze and contribute to process improvements
• Assist DM Director in developing presentations, reports and other documents when needed

• Coordinate the planning of the DM Director’s calendar.
• Coordinate workshops and conferences when needed
• Coordinate timings, meetings and collaboration with key stakeholders
• Support the DM Director in the daily tasks
• Ensure office rituals are smoothly running
• Follow-up on deliverables requested by the DM Director
• Follow-up on the implementation of the work within the Sector
• Follow-up on DM teams across the country regarding deliverables
• Ensure work is done based on the strategy specified by the DM Director.
• Keep track of the internal and external reports’ deadlines.
• Keep track of milestones fixed by the DM Director
• Organize/attend meetings when specified by DM Director. Save and share meetings’ minutes.
• Keep record of the goals and objectives that the staff should achieve within the DM Sector.

Function Specific Experience

• Experience in organizing and providing administrative assistance in an office environment
• Strong time management skills
• Strong communication and writing skills
• Experience in Microsoft office – Word, Excel, PowerPoint and Outlook

Industry Related Experience

• Experience in similar volunteer-based organizations or humanitarian organizations is preferred